Administrative Assistant bei FMS

Description

Basic Purpose and Function:

The Administrative Assistant provides administrative support to the organization by preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors and phone calls, arranging meetings, and coordinating schedules.

Skills & Qualifications:

· High school diploma or GED equivalent required. 

· Bachelor’s degree preferred but not required. 

· Three (3) years of business administrative support experience required. 

· Extensive proficiency using Microsoft Office Suite and Adobe Acrobat software.

· Notary certification

Major Responsibility (Functions/Duties):

· Answers and processes phone calls according to the caller’s needs.

· Receives and distributes mail as delivered.

· Processes invoices, credit card expenses, travel claims, travel advances, and other financial documents for the Vice President/GM as well as other office employees as needed. This includes obtaining all applicable approval signatures, scanning the approved documents to the appropriate departments, and filing all associated documents in the correct locations.

· Maintains inventory of office equipment/supplies including kitchen area.

· Maintains business records including company vehicle registration, title, and insurance. 

· Occasionally perform secretarial services including drafting letters, presentations, and reports.

· Provides Notary services to office personnel as needed.

· Liaison for property management, office equipment, security system, and IT vendors. This includes: providing minor in-house IT assistance, scheduling repairs and service needs, negotiating proposals, and processing billings.

· Organizes employee engagement activities/events and maintains the office environment as a great place to work.

· Schedules and coordinates in-house business meals for visitors as requested by Management.

· Additional duties as assigned by management.